CHHS16/249

Canberra Hospital and Health ServicesOperational ProcedureDhulwa Mental Health Unit (DMHU) – Consumer’s Money Contents

Purpose.....................................................................................................................................2

Scope........................................................................................................................................ 2

Alerts.........................................................................................................................................2

Section 1 – General Information...............................................................................................2

Section 2 – Mental Health Trust account..................................................................................3

Section 3 – Requesting to purchase an item.............................................................................3

Section 4 – Centrelink Payments...............................................................................................4

Section 4 – Shopping and activities...........................................................................................4

Section 5 – Money while on therapeutic leave.........................................................................5

Section 6 – Clothing Pool.......................................................................................................... 6

Section 7 – Financial Management – The Public Trustee and Guardian...................................6

Section 8 – Preparing monies for a consumer’s discharge or transfer......................................7

Section 9 – Discrepancies..........................................................................................................7

Implementation........................................................................................................................ 8

Related Policies, Procedures, Guidelines, Frameworks, Standards and Legislation..................8

Definitions.................................................................................................................................9

Search Terms.......................................................................................................................... 10

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Purpose

To provide Dhulwa Mental Health Unit (DMHU) staff with information regarding how to monitor, manage and in some cases restrict DMHU consumer access to their money.

Scope

This document applies to all staff working at the DMHU. This can include: DMHU Clinical staff DMHU Administrative staff and DMHU Security staff.

Alerts

Money is not permitted within clinical areas of the DMHU.

The Social Worker, Public Trustee or Guardian can support consumer’s who have responsibility for the payment of external bill payments.

The consumer’s Mental Health Trust Account and/or cash balance will be maintained by the Property Officer. The Trust Account and cash balance cannot go into arrears.

All documents relating to a consumer’s monies, e.g. receipts for items purchased on the consumer’s behalf, receipts of funds transferred into the Mental Health Trust Account for a consumer, are official documents and may be subject to audit.

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Section 1 – General information

DMHU staff are responsible for providing a safe environment to consumers, staff and visitors which includes the need to monitor, manage and in some cases restrict consumers accessing money, their personal bank or savings accounts.

Consumer cash and bank issued cards or credit cards will be held in the consumer’s assigned valuables locker or DMHU safe in accordance with the DMHU Valuables, Property and Access to Mail Procedure.

Restrictions on a consumer’s access to their finances will be determined by the Multidisciplinary Team (MDT). Restrictions may be increased or decreased by the MDT at any time.

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Section 2 – Mental Health Trust Account

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A Mental Health Trust Account is used when a consumer has been assessed as not having capacity to manage their own finances, or there is an existing guardianship order. The DMHU Property Officer will maintain the Trust Account. The DMHU Administration and Data Manager and the DMHU Property Officer are the cash advance holders.

If the consumer is entitled to Centrelink payments, these may be paid into the Mental Health Trust Account. Family, friends or carers of the consumer may also deposit funds into the Mental Health Trust Account for the consumer, with the deposit limit advised on admission via the DMHU Welcome Handbook, available from reception.

Family, friends and carers may deposit funds to a consumer’s through Electronic Fund Transfers or at the DMHU reception during normal business hours. When money is deposited into the Mental Health Trust Account, these funds will be available within 24 working hours. When funds are deposited at reception, a receipt of funds transferred will be provided which will include the name and address of the person making the transfer.

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Section 3 – Requesting to purchase an item

3.1 Consumer’s moneyBased on the MDT’s clinical recommendation, the consumer’s money may be used so that the consumer can purchase items through DMHU systems, for a limited number of foods, personal items and craft activities (See Section 5) and for approved community leave (See Section 6). For further details, refer to the DMHU Consumer Leave Management Procedure. The DMHU Property Officer or Administration Services Officer will issue the consumer’s money in accordance with the MDT’s recommendation. Money that comes into or out of a consumer’s account will be signed by two people, one of whom may be the consumer.

3.2 ACT Mental Health Trust Account A consumer may request that an item be purchased from their available Trust Account funds or cash balance by submitting a request through the MDT. Information about the types of items that can be purchased and how to purchase items is available in the DMHU Welcome Handbook. The consumer’s allocated nurse is able to assist the consumer complete the request to the MDT.

Subject to approval by the MDT, the consumer can use funds from their individual ACT Mental Health Trust account to purchase items. Once approved by the MDT, the purchase will be made by the Property Officer or Administration Services Officer (or delegate) and the Mental Health Trust account amended as necessary.

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Section 4 – Shopping and activities

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Shopping (see definition of terms) (as approved by the MDT) will provide for purchase items of food, toiletries, drinks and stationery.

Activities (as approved by the MDT) will provide for purchase items such as hobby material, electrical and sporting items.

For a consumer who does not have access to therapeutic leave, shopping will enable a consumer access to purchase various items using their money from the Mental Health Trust Account or cash held by the DMHU Property Officer. Shopping access may be affected by MDT recommendations including medical advice.

The MDT will set a standardised limit to the amount that can be spent on canteen and activity items by consumers. Consumers will be advised of this through the DMHU Welcome Handbook.

Shopping will be available to a consumer in line with their personal financial requirements. Every consumer, regardless of whether they have a Mental Health Trust Account, will have a money plan, as part of their overall rehabilitation plan. The money plan will address the consumer’s ongoing financial commitments, (e.g. rent, other regular payments outside of DMHU) as well as issues such as how much money family and friends can deposit into the Mental Health Trust Account for a consumer, how much money a consumer may withdraw for use while on leave. The money plan will be reviewed by the MDT three monthly, will provide a spending limit for each consumer.

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Section 5 – Money while on therapeutic leave

The consumer’s money plan identifies how much money they are able to withdraw while on therapeutic leave. A limit of a maximum of $50.00 will be determined by the MDT.

The consumer’s allocated nurse will enter the consumer’s leave requirements for the week, including the weekend, into the DMHU calendar on the Monday of each week.

5.1 WeekdaysClinical staff managing the consumer’s leave during the week, (i.e. Monday to Friday) will obtain the consumer’s money from the Administration and Data Manager or Property Manager on Level 2.

Clinical staff will collect the consumer’s money immediately before the consumer commences leave. The consumer will wait with a Security Officer at the air lock while staff collect the consumer’s money.

On returning from leave, clinical staff responsible for the consumer’s leave will return the consumer’s remaining money to the Administration and Data Manager or Property Manager on Level 2.

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5.2 Weekends and public holidaysThe Property Officer will place money required for a consumer who is taking therapeutic leave on the weekend or on a public holiday in a sealed valuables bag on Friday or the last business day prior to the Public Holiday. The consumer’s name and the amount of money contained in the bag will be written on the outside of the valuables bag.

The consumer’s valuables bag will be retained by security, at the security desk, until the consumer leaves DMHU.

Immediately prior to the consumer leaving DMHU, clinical staff responsible for the consumer’s leave will co-sign out the consumer’s money from security and will give the consumer their money.

On returning from leave, clinical staff responsible for the consumer’s leave will co-sign in the consumer’s remaining money to security, who will return the money to the valuables bag. The valuables bag will be resealed, with the amount of money returned written on the outside of the bag.

Consumer valuables bags will be collected from security by the Property Officer on the next business day.

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Section 6 – Clothing Pool

If a consumer requires additional clothing, the Social Worker will facilitate purchases through a local commercial provider, e.g. Kmart. The DMHU will have an account to facilitate an initial purchase of essential clothing (see definition of terms).

Additional clothing purchases will be funded by the consumer.

ACT Health issue pyjamas will be available to be issued to a consumer who may come to DMHU without these. The consumer’s nurse will provide these on admission, if required.

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Doc Number Version Issued Review Date Area Responsible PageCHHS16/249 1 20/12/2016 01/05/2019 MHJHADS – JHS 5 of 9

Do not refer to a paper based copy of this policy document. The most current version can be found on the ACT Health Policy Register

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Section 7 – Financial Management – The Public Trustee and Guardian

In the event that a consumer is unable to manage their financial affairs due to accident, illness, age or disability, and have not prepared an Enduring Power of Attorney (EPA), the Public Trustee and Guardian can provide assistance with the administration of financial affairs. The DMHU social worker will assist the consumer in contacting the Public Trustee and Guardian to seek support to look after their financial status.

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Section 8 – Preparing monies for a consumer’s discharge or transfer

It is the responsibility of a consumer’s allocated nurse to notify the Property Officer (or delegate) of the discharge of a consumer. This should occur at least 24 hours prior to discharge, whenever possible.

The Property Officer will inform security and release money (and valuables) from the safe at the time of discharge.

Once the consumer and staff are satisfied that all money is accounted for, two members of staff will sign the discharge section of the Consumers Clothing, Property and Valuables Form.

If a consumer has a dispute concerning the return of their possessions, possessions being returned to the consumer should be checked against the Consumers Clothing, Property and Valuables Form, which was completed on admission (see DMHU Valuables, Property and Access to Mail Procedure).

If the consumer is returning to a correctional centre, money will ONLY be transferred to the ACT Corrective Services Trust Account by Electronic Funds Transfer (EFT).

If the consumer is transferred to another mental health care facility, property will be packaged and given to the relevant staff at the point of transfer and will include the transfer documentation.

If the consumer is returning to a community setting, property will be packaged and given to the consumer on discharge, unless an alternative arrangement has been made.

For consumer’s returning to a community setting, money, up to $500.00, can be withdrawn from the Mental Health Trust Account on the day of discharge to ensure the consumer has funds to live on. A cash withdrawal form is to be completed and given to the Property Officer at least two working days prior to the discharge date.

Remaining funds will be transferred to the consumer’s nominated bank account by EFT on the next business day.

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Section 9 – Discrepancies

Where a discrepancy exists in the consumer’s Mental Health Trust Account and/or cash balance which cannot be reconciled by the Property Officer and Administration and Data Manager, this must be noted and reported to the Operational Director, Justice Health Services (JHS).

Where a cash discrepancy or shortfall occurs, and upon re-check money is found to be missing, the Operational Director, JHS may report the matter to ACT Policing for investigation.

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Implementation

The contents of this procedure will be communicated through the following means to DMHU staff and other relevant teams where the procedure applies: Education; Orientation documentation and sessions; Leadership and governance expectations regarding adherence to policy, procedure and

legislation. This is monitored when reviewing staff performance plans.

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Related Policies, Procedures, Guidelines, Frameworks, Standards and Legislation

Policies ACT Health Work Health and Safety Policy ACT Health Work Health and Safety Management System ACT Health Incident Management Policy ACT Health Consumer and Carer Participation Policy CHHS Medications Handling Policy ACT Health Fraud and Corruption Control

Procedures ACT Health Incident Management Procedure ACT Health Significant Incident Procedure CHHS Clinical Handover Procedure MHJHADS Director on Call Roles and Responsibilities Procedure MHJHADS Unauthorised Leave of Admitted People from MHJHADS Inpatient Units MHJHADS Clinical Handover Procedure MHJHADS Significant Incidents Reporting Procedure MHJHADS Assessment and Intervention for People Vulnerable to Suicide Procedure DMHU Search Procedure

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DMHU Consumer Leave Management Procedure DMHU Valuables, Property and Access to Mail Procedure

Frameworks DMHU Security Procedural Framework

Standards Australian Charter of Healthcare Rights National Standards for Mental Health Services 2010 National Safety and Quality Health Service Standards 2012

Legislation Mental Health Act 2015 Mental Health (Secure Facilities) Act 2016 Children and Young People Act 2008 Public Advocate Act 2005 Human Rights Act 2004 Health Records (Privacy & Access) Act 2014 Guardianship and Management of Property Act 1991 Crimes Act 1900 Information Privacy Act 1988 Discrimination Act 1991 Work Health and Safety Act 2011 Corrections Management Act 2007 Official Visitor Act 2012 Workplace Privacy Act 2011 Security Industry Act 2003 Social Security Act 1991

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Definitions

Shopping provides an opportunity for consumers to purchase a limited range of foods, drinks, personal items, e.g. deodorants, shampoos, and stationery.

Essential clothing includes underwear, t-shirts, shorts or tracksuit pants.

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Doc Number Version Issued Review Date Area Responsible PageCHHS16/249 1 20/12/2016 01/05/2019 MHJHADS – JHS 8 of 9

Do not refer to a paper based copy of this policy document. The most current version can be found on the ACT Health Policy Register

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Search Terms

DHMU, Dhulwa Mental Health Unit, Finance, Money, Shopping, Activities, Trust Account

Disclaimer: This document has been developed by ACT Health, MHJHADS, JHS, SMHU specifically for its own use. Use of this document and any reliance on the information contained therein by any third party is at his or her own risk and Health Directorate assumes no responsibility whatsoever.

Date Amended Section Amended Approved By

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Do not refer to a paper based copy of this policy document. The most current version can be found on the ACT Health Policy Register